Direct Bill Ledger Details .ng | HotelKey Knowledge Base

Direct Bill Ledger Details Report Overview

Parent Hub: 💰 Finance & Accounting Reports

Category: ⚖️ Ledgers & Trial Balance / 📬 Billing & Receivables (AR)

Target Roles: Directors of Finance & Controllers, Accounting Managers & Clerks, AR Specialists

Key Value: Provide complete line-item transaction evidence across unbilled guest folios, generated city ledger invoices, and applied settlement tenders across granular aging buckets to facilitate direct-bill auditability and match client payments against outstanding debt.

Executive Summary

The Direct Bill Ledger Details Report is a specialized financial auditing tool within the ⚖️ Ledgers & Trial Balance and 📬 Billing & Receivables (AR) modules. Designed for deep-dive account reconciliation, it provides line-item transaction evidence across every stage of the corporate direct-bill lifecycle.

By segmenting city ledger transactions into three explicit operational sections—unbilled guest folio transfers (Accounts Receivables), generated city ledger bills (Invoices), and applied payment instruments (Settlements)—and mapping individual entries across 8 distinct aging intervals (Current, Over 7, Over 14, Over 30, Over 60, Over 90, Over 120 Days, and Over 150 Days), this report enables controllers and AR managers to audit individual guest stay line items, verify invoice numbers, and match specific payment tenders against outstanding corporate liabilities.

Key Capabilities

Three Lifecycle Audit Perspectives: Itemizes unbilled guest stay transfers (Accounts Receivables), generated city ledger bills (Invoices), and applied payment tenders (Settlements).
Line-Item Guest & Invoice Tracking: Captures guest names, confirmation numbers, stay dates, invoice numbers, and specific payment method types (CHECK, CREDIT CARD, CASH).
Granular Aging Bands: Tracks collection velocity across 8 distinct time bands (from Current through Over 150 Days).

Report Views & Functional Breakdown

The Direct Bill Ledger Details Report organizes city ledger activity across three structured operational sections:

┌────────────────────────────────────────────────────────────────────────┐
│                   DIRECT BILL LEDGER DETAILS REPORT                    │
├──────────────────────────┬──────────────────────────┬──────────────────┤
│ 1. Accounts Receivables  │ 2. Invoices              │ 3. Settlements   │
│    (Unbilled Folio       │    (Generated City       │    (Applied      │
│     Line Items)          │     Ledger Bills)        │     Tenders)     │
└──────────────────────────┴──────────────────────────┴──────────────────┘

1. Accounts Receivables

Itemizes unbilled direct-bill charges transferred from checked-out guest folios, capturing reservation confirmation numbers and stay dates.

Primary Use: Reconciling unbilled guest stay transfers, verifying guest names against corporate rooming lists, and preparing batch invoice runs.
Key Metrics: Company Name, Confirmation Number, Guest Name, Check In Date, Check Out Date, Current, Over 7–150+ Days, Total.

Image 8-13-26 at 2.36 PM.png — Accounts Receivables Section

2. Invoices

Itemizes generated city ledger invoices currently awaiting client settlement across 30-day aging buckets.

Primary Use: Auditing individual invoice numbers, verifying invoice issuance dates, and prioritizing collection outreach for overdue bills.
Key Metrics: Company Name, Invoice Number, Current, Over 7–150+ Days, Total.

Image 8-13-26 at 2.40 PM.png — Invoices Section

3. Settlements

Details individual client payment tenders applied to corporate direct-bill accounts, capturing the specific payment instrument used.

Primary Use: Matching applied checks, electronic wire transfers, and credit card payments against outstanding city ledger invoices.
Key Metrics: Company Name, Payment Type (CHECK, CREDIT CARD, CASH), Current, Over 7–150+ Days, Total.

Image 8-13-26 at 2.42 PM.png — Settlements Section

Data Dictionary (Dynamic View Columns)

Customize your default view using the Configure (⚙️) icon on the report page. Below is the full data dictionary available across all sections of this report:

💡 Tax Treatment Note: All aging bucket values (Current through Over 150) and Total balance fields represent Gross Amounts (Includes Taxes & Fees).

Column Name	Description	Data Source / System Mapping	Includes Taxes & Fees?
Company Name	Official contracted corporate account name receiving the direct bill.	`Company Profile > Name`	N/A
Confirmation Number	Unique system confirmation code assigned to the individual reservation.	System Reservation ID	N/A
Guest Name	Full guest name assigned to the unbilled reservation charge.	`Guest Profile > Full Name`	N/A
Invoice Number	Unique reference code assigned to the generated city ledger invoice.	System Invoice Engine	N/A
Payment Type	Tender method applied for account settlement (`CHECK`, `CREDIT CARD`, `CASH`).	Settlement Processing Log	N/A
Check In Date	Scheduled or actual arrival date for the unbilled reservation stay.	`Reservation > Check In Date`	N/A
Check Out Date	Scheduled or actual departure date for the unbilled reservation stay.	`Reservation > Check Out Date`	N/A
Current	Outstanding balance within the active 0–6 day billing window.	System Aging Calculation (0–6 Days)	🟢 Yes
Over 7	Outstanding balance between 7 and 13 days past posting.	System Aging Calculation (7–13 Days)	🟢 Yes
Over 14	Outstanding balance between 14 and 29 days past posting.	System Aging Calculation (14–29 Days)	🟢 Yes
Over 30	Outstanding balance between 30 and 59 days past posting.	System Aging Calculation (30–59 Days)	🟢 Yes
Over 60	Outstanding balance between 60 and 89 days past posting.	System Aging Calculation (60–89 Days)	🟢 Yes
Over 90	Outstanding balance between 90 and 119 days past posting.	System Aging Calculation (90–119 Days)	🟢 Yes
Over 120 Days	Outstanding balance between 120 and 149 days past posting.	System Aging Calculation (120–149 Days)	🟢 Yes
Over 150	Outstanding balance exceeding 150 days (high risk / delinquent).	System Aging Calculation (≥ 150 Days)	🟢 Yes
Total	Net cumulative gross balance for the transaction line item.	`SUM(Aging Buckets)`	🟢 Yes

Customization & Platform Features

User & Property Preferences

Personal Preference: Tailor your individual view by hiding or dragging columns. Your preference saves automatically for future sessions.
Property Defaults: System Admins can configure standard default layouts across all property users to streamline operational reporting. To maximize audit efficiency, group the columns into the below logical blocks:
- Section 1: Accounts Receivables
  - Account & Stay Context (Cols 1–5): Company Name | Confirmation Number | Guest Name | Check In Date | Check Out Date
  - Aging Breakdown & Balances (Cols 6–14): Current | Over 7 | Over 14 | Over 30 | Over 60 | Over 90 | Over 120 Days | Over 150 | Total
- Section 2: Invoices
  - Invoice Identifiers (Cols 1–2): Company Name | Invoice Number
  - Aging Breakdown & Balances (Cols 3–11): Current | Over 7 | Over 14 | Over 30 | Over 60 | Over 90 | Over 120 Days | Over 150 | Total
- Section 3: Settlements
  - Settlement Identifiers (Cols 1–2): Company Name | Payment Type
  - Aging & Payment Credit Allocation (Cols 3–11): Current | Over 7 | Over 14 | Over 30 | Over 60 | Over 90 | Over 120 Days | Over 150 | Total

Interactive Visualizations & Grouping Controls

Dynamic Grouping & Lifecycle Views: Group line items on the fly by Company Name (Receivables, Invoices, Settlements) to review aggregate balances alongside individual line items.

Image 8-13-26 at 2.43 PM.png — Group By View Example

Advanced Controls

Exporting & Audit Delivery: Download in Excel or PDF format to attach line-item stay proof to outgoing corporate statements or collection notices.
Filtering: Filter data by specific Company Name, Payment Type, or Invoice Number.
Highlighting (Conditional Formatting): Apply custom rules to automatically highlight overdue invoice line items (Over 60 > $0.00) or high-value unbilled reservations.

Within ⚖️ Ledgers & Trial Balance & 📬 Billing & Receivables (AR):

Direct Bill Aging Report – Review company-level direct bill summaries across Accounts Receivables, Invoices, Settlements, and Totals.
Direct Bill Reconciliation Report – Compare total charges against total payments for corporate stays to spot payment gaps.
Accounts Receivable Activity Report – Audit every line-item transaction hitting the direct-bill ledger.
AR Invoice Aging Report – Categorize open invoice balances across 30-day time bands.
Customer Statement Report – Generate client-facing statements with invoice details and bank remittance info.

Cross-Pillar Deep Dives:

💳 Payments & Transactions: To inspect corporate checks, wire receipts, or credit card processing gateway logs, cross-reference Payment Activity or Payment Transactions.
🏛️ Taxes & Expenses: To verify tax calculation rules applied to direct-bill charges, review Active Taxes and Charge Types.
📈 Forward Revenue & Analytics: Looking for forward-facing revenue projections or macro performance metrics (like RevPAR or ADR)? Please visit the [📈 Revenue & Analytics] reporting hub.